How to Produce and Submit a Press Release

Through the proper authorized channels the college regularly sends out communications. Trained staff members disseminate news items about campus activities, events, and achievements. These news items are written by department, office, and program heads. College organizations such as clubs or committees are encouraged to produce news items describing their activities and provide to a dean, director, or vice president for approval before publication. Having accurate, well-written information in a consistent format enhances the college's image and ensures that releases are noticed for maximum effectiveness.

Using this style guide as a basis for creating your press releases will ensure that your publication is in accordance with the professional image the college wishes to portray. News releases are posted on the news feeds available on the college's website, as well as Campus Announcements. Local media are notified that information of and about the college are found there. News releases are also posted on the college's social networking sites.

  1. Style

    Use the following guidelines when composing news releases:

    Guideline Example
    Credibility: Write accurately, objectively, clearly, and concisely to create credible news releases. Present the subject of the news release so that the reader feels the subject is important, correct, and sufficiently described. Kosrae Campus in collaboration with Caribbean and Pacific Consortium (CARIPAC) successfully installed a solar powered charging station. Dr. Bruce Best of University of Guam and VPCRE Jim Currie of COM-FSM agreed to allow the solar power circuit to power the satellite dish modem. This configuration allows the two apparatuses to run independently of the island power and FSM telecommunication system.
    Brevity: News releases should only be as long as is necessary to impart vital, accurate information-who, what, when, and where-and background information that explains why the release was produced.

    Remember that the reader may not be familiar with the release's subject. If there is any doubt about readers' understanding of programs, policies, or other aspects of a release, explain them.
    Palikir, Pohnpei (August 22, 2013) - The College's Learning Resources Center (LRC) at the National Campus underwent a transformation to promote wider patron accessibility to resources and establish a better learning setting. The LRC was closed temporarily and the changes were carried out during the summer.
    Correctness: Spell-check and proofread every news release. Also, check for accuracy. The changes, which were recommended by LRC Director Jennifer Hainrick Helieisar, relocated all computers to a closed off location to promote a quieter study environment. This provides for more study areas and better access to the library's collections.
    Objectivity: Refrain from exaggeration or speculation. Attribute perspectives or opinions about a news release to someone unless there is consensus about the topic. The changes, which were recommended by LRC Director Jennifer Hainrick Helieisar, relocated all computers to a closed off location to promote a quieter study environment. This provides for more study areas and better access to the library's collections.
  2. Procedural Guidelines

    To send out clear, timely, and effective news releases from your program, follow these guidelines:

    • Be sure you are authorized to produce and disseminate information of the college on behalf of your club, program, office or department. If in doubt, check with your supervisor, director, campus dean or vice president.
    • It would not be appropriate that you create and distribute a press release for another campus, or a program if you are not affiliated with that entity.
    • If the subject matter surpasses the scope of your club, program, office, department or campus, solicit input and permission of the involved entity before publishing your work.
    • If the release is about an upcoming event, include information about accessibility and a statement of accommodation-e.g., "If you require an accommodation to participate in this event or have questions about accessibility, please contact [event sponsor]."
    • All press releases should be proofread before posting. Originators of releases should make sure their work is proofread.
  3. News Release Sample

    Figure 4. Sample COM-FSM News Release.

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